Inventory issues rarely start in the ERP system. They don’t start with suppliers either. They start the moment material moves.
In fact, a large percentage of discrepancies we help manufacturers solve can be traced back to one thing: Manual processes on the warehouse floor. When movements are recorded on paper, updated at the end of the shift, or tracked by sight instead of through a barcode data collection system, it creates opportunities for small mistakes that quickly snowball. By the time someone realizes there’s a discrepancy, the production line is already affected.
What’s needed are modern systems and tools. At IMS, we’ve helped companies of all sizes transition from manual tracking to automated data capture with tools like handheld mobile computers, rugged barcode scanners, and industrial printers, along with the right systems and software to provide real-time control and visibility at every step in the process.
The Hidden Cost of Manual Inventory Control
On the surface, manual tracking may seem manageable. It’s familiar. It’s how things have been done for years. But beneath the surface, it creates friction in nearly every part of the operation.
We still see companies relying on:
- Handwritten logs to track inventory moves between warehouse zones
- Paper slips and spreadsheets to record transfers to the production floor
- Visual checks to verify material staging accuracy
- Handwritten notes to manage material traceability
- Manual QA holds to keep restricted materials out of production
These methods depend entirely on human accuracy and timing. And when people are moving fast to keep production on schedule, errors are inevitable. One wrong entry, one lost piece of paper, one late update and suddenly you’ve got production delays, inaccurate on-hand balances, or QA material slipping through to the floor.
Why your ERP Isn’t Enough
Many organizations lean on their ERP to provide inventory accuracy. But if the data feeding the ERP is delayed, the numbers on the screen don’t reflect reality on the floor. That’s why so many supervisors end up doing the “walkaround” (physically checking racks, staging areas, and pallets to verify what’s actually there). It’s a workaround, not a solution.
The truth is that an ERP system is only as good as the data going in. That’s where technology can be a game changer. By capturing transactions at the exact moment they happen, whether it’s in receiving, moving, staging, issuing; the ERP always reflects the current state of inventory.
Real-Time Control Through Automation
When inventory movements are captured and updated automatically, your ERP becomes a trusted single source of truth. Here’s what that looks like in action:
- Mobile computers at the point of activity: Operators scan items as they’re received, moved, or issued, updating the system instantly and with the freedom of mobility to increase productivity.
- Industrial barcode printers for labeling: Labels are generated on demand, ensuring every item or lot is properly identified and traceable throughout its lifecycle.
- Bin and silo management: System rules prevent incorrect top loading, protecting product integrity.
- Staging location clarity: Teams can see what’s received, staged, or shipped at any moment; no more checking whiteboards or sticky notes.
How Our Customers Are Using These Tools
- One customer was struggling with discrepancies between what their ERP said was on hand and what was physically in the warehouse. After implementing mobile scanning and on-demand label printing, their team began capturing every movement in real time. This resulted in a dramatic drop in staging errors, and improved production planning processes.
- We worked with one manufacturer that used to enter all inventory transactions at the end of the shift. Once they equipped their team with rugged handheld mobile computers and integrated scanning workflows, the guesswork disappeared. Real-time data replaced detective work.
- Another customer relied on clipboards to manage QA holds. It only took one missed sign to issue restricted material to the floor. After deploying a scanning-based QA control process, the system simply wouldn’t allow it. The hold status was enforced at the point of scan.
Building Guardrails into the Process
Automation isn’t about replacing people, it’s about giving them the tools to succeed and the power to be more productive. When every transaction happens through a mobile device or scanner, the process enforces itself. The right material goes to the right place, QA rules are respected, and traceability data builds automatically in the background.
Why Now Is the Time to Act
“Good enough” manual processes aren’t good enough anymore. Manufacturers that rely on real-time data have a competitive edge; they make decisions faster, run production with fewer interruptions, and meet customer demand with confidence. The technology is proven, accessible, and adaptable. And with the right partner, transitioning from manual to automated inventory control doesn’t have to be disruptive.
At IMS, we’ve helped manufacturers of every size modernize their warehouse floor with scanning and labeling solutions that deliver measurable results.
Let’s talk about how IMS can help you eliminate inventory errors at the source — and give your team the tools to work smarter, not harder.